Records Management Manual Institutional Archives Updated November 2011 National Museum of Women in the Arts 1
Table of Contents Introduction and Acknowledgments... 4 Use of This Manual... 5 Archives Policies... 6 Description of the Collection... 6 Collection Policy... 7 Official Records... 7 Personal Materials... 7 Disposition of Official Records... 8 Appraisal of Records... 8 Records Disposition Schedules... 8 Access and Restrictions to Archival Holdings... 9 Access... 9 Restrictions... 9 Guidelines for Weeding Records... 10 Drafts: Archive should receive the final version of a document only. Transfer drafts only when significant comments or annotations appear, or when there is original material not included in the final version.... 10 Routine Correspondence: Weed letters of transmittal or cover letters that merely... 10 Memoranda: Only those memoranda sent by your department should be transferred to the archive. Discard those concerning routine matters such as holidays, vacation schedules, strategies on projects, personnel, instructions to staff, etc. Retain those concerning policies, procedures, and collections.... 10 Financial Records: Detailed and summary financial records come to the archive from the Accounting Department. Weed purchase orders, invoices, budget working papers, and other records documenting routine expenditures at the departmental level. Retain department financial records in the department for the current fiscal year for Accounting Department purposes.... 10 Minutes and Reports: Weed out those not created by your department. Board reports. will come to the archive as a packet from the Board, not from each department. 10 Press Clippings: PR is the office of record for maintaining releases and clippings.... 10 Reference Materials: Weed out vendor and supply catalogs, directories, non-nmwa promotional material, samples, etc. used as reference by your office.... 10 Multiple Copies: In general, the archive will keep one copy of all correspondence and no more than two copies of publications, documents, photographs, etc. Remaining copies should either be discarded or stored by individual departments as needed.... 10 Miscellaneous: Weed out blank forms, obsolete equipment manuals, envelopes (unless annotated), personal materials, etc. 10 Guidelines for Transferring Records to the Archives... 11 Guidelines for Managing Electronic Records... 12 Records Schedules... 14 General Schedules... 14 2
Wilhelmina Cole Holladay Collection... 15 Board of Directors... 16 Office of the Director... 17 Administration/Personnel Department... 18 Accounting Department... 20 For Files Sent to Temporary Storage Closet in Basement:... 20 Files Kept Permanently in the Institutional Archive:... 22 Retail/Store Department... 23 IT Department... 24 Curatorial Department... 25 Curatorial Department, Registrar... 27 Curatorial Department, Collection Manager... 28 Curatorial Department, Exhibition Design... 29 Development Department... 30 Education Department... 31 Education Department- Volunteer & Visitor Services... 33 LRC Department... 34 Membership Department... 35 Communications & Marketing Department... 37 Publications Department... 38 Special Events Department... 40 National Programs Department... 41 National Programs Department- State Committees... 42 National Programs Department- Girl Scout Programs... 43 Museum-Related Groups/Committees... 44 3
Introduction and Acknowledgments The creation of the records management program at the National Museum of Women in the Arts commenced in June, 1997 with the hiring of the first full-time archivist. That year was a milestone for the museum, as it marked ten years in its permanent location on New York Avenue in Washington, D.C. The museum was incorporated in 1981 to show the achievements of women artists, American and foreign, of all times, through permanent display of painting, sculpture, graphic arts, photography, and crafts. The core assemblage of art and library materials came from the private collection of Wallace and Wilhelmina Holladay, whose generous, untiring efforts helped the museum grow into an international force in the art world. In late 1996, the museum was awarded a grant from the Department of Education to enhance collection management and Library and Research Center services. With this grant, an archivist was hired, the archives established, and a records management program was created. After collecting sixteen years worth of records in file cabinets and closets, the museum was ready for a formal program, complete with records disposition schedules. To create the records management program, the archivist met with every department head to determine the kinds of records generated by his or her office. Records were appraised and dispositions determined according to legal, financial, historical, and administrative value to the department, the museum, and future researchers. After much discussion with department heads, schedules were submitted to the director for final approval. This manual contains the records schedules in their final version, fully authorized by museum administrators. Recognizing that needs and methods change, the manual is meant to be a dynamic document which will incorporate changes as needed. The library went without an archivist from 2007-2011 4
Use of This Manual This Records Management Manual is to be consulted by all personnel of the National Museum of Women in the Arts when making decisions about official records disposition. Policies and procedures, records disposition schedules, and records transferal forms, which may be photocopied, are contained in this manual. When making decisions regarding records disposition, museum staff should refer to the Guidelines for Weeding Records, the General Museum Schedule and their own department s record schedule. When a record series is included in both schedules, the department records schedule takes precedence (i.e. Publications Department should keep one copy of Women in the Arts permanently in the office, in accordance with the Publications Department Records Schedule, instead of discarding in accordance with the General Museum Schedule). Records schedules contain lists of categories of records found in each department. For each series of records, a description is given and a disposition is recommended. Disposition for some records is determined by the active (ongoing project; records currently needed in the office) or inactive (finished project; records no longer needed in the office) status of the group. For some records, disposition is determined by age and may be kept in offices according to calendar year or fiscal year. Finally, some records are meant to be used in the office only for reference purposes and are kept at the discretion of the office. In each case, the disposition of the record group is clearly given on the records schedule. If a department head finds that any part of her department records schedule does not meet the record-keeping needs of her office, she should contact the archivist for review and re-appraisal of records. Record keeping in a growing organization is vital to its survival. Records management programs have been shown to increase organizational efficiency and decrease costs related to records storage and retrieval. Therefore, museum staff is encouraged to follow their records schedules and routinely weed and dispose of records. For assistance in managing departmental records, please feel free to consult the archivist. 5
Archives Policies Description of the Collection Under the direction of the Library and Research Center, the Archives of The National Museum of Women in the Arts was established in 1996. It serves as a repository for the inactive museum records of enduring value. These may include papers, photographs, publications, architectural drawings, video and sound recordings, machine-readable records, ephemera, and more. The archives also accepts donations of personal and professional papers from staff, members of governing bodies, and other pivotal figures in the development of the museum. In addition to housing the permanent records of the museum, the archives is responsible for records management and oversees care of permanently active archival records held in various offices of the museum. The archives also provides storage for records that must be maintained temporarily for fiscal or legal purposes. Restrictions on these materials shall be imposed in the same manner as permanent records. The archives provides physical and environmental security for the permanent storage of records according to archival standards. Certain materials, particularly those pertaining to litigation or personnel, may be designated as sensitive material and kept in a secure area within the archives. The archives is open to researchers and staff by appointment. To contact the archivist, please call ext. 2807. Staff members interested in gathering historical information on the museum for official purposes should contact the archives to avoid duplication of efforts. 6
Collection Policy In accordance with its mission, the archives will collect those records of enduring value that were created or received by the museum during the conduct of business. The Archives will also be a repository for certain collections of personal papers which have relevance to the historical development of the museum. All museum records are the property of The National Museum of Women in the Arts and may not be destroyed or removed from the museum except in accordance with established procedures. The different types of records to be collected are clarified below. Official Records Official records are materials created by founders, board members, employees, and volunteers during the conduct of museum business. All museum personnel shall be responsible for maintaining documentation of their activities on behalf of the museum and for properly disposing or transferring official records to the archives. The disposition of official inactive or non-current records shall be determined by the archivist and administrators and be set forth in records disposition schedules. Personal Materials In museum offices, staff members are likely to maintain materials relating to their personal lives or to outside professional activities. Staff should keep these materials separate from official records. In those instances in which information relating to museum affairs is included in private materials, essential information should be removed and placed within relevant official files. The archives encourages staff to donate personal papers relating to their career and professional activities to the archives, especially at the time they leave museum employment. Such materials may make valuable supplements to official records. 7
Disposition of Official Records Appraisal of Records The archivist, in conjunction with department heads and key administrators, will review museum records to determine which groups have sufficient enduring value to warrant preservation in the archives. Those records deemed to have permanent value will be transferred to the archives when they are no longer needed regularly for the conduct of current business. Those records that lack sufficient long-term value to warrant transfer to the archives may be authorized for destruction with the joint approval of the archivist and designated administrators. If materials are of a sensitive nature, the archivist will help provide secure destruction of the items. The archivist will annually review NMWA records policies and procedures. Records Disposition Schedules The archives will create schedules authorizing periodic disposal of common or recurring records, transferal of permanent records to the archives, and future appraisals. Schedules providing for the disposal of records must be jointly approved by the archivist and designated administrators. 8
Access and Restrictions to Archival Holdings Access To facilitate access to the museum s records, the archivist will create finding aids and provide research assistance to staff and other users. The archives will inform the scholarly community of the museum s archival resources through the Research Libraries Information Network, the Internet, and other appropriate scholarly resources. Restrictions Restrictions on access to certain materials, particularly those relating to personnel matters, financial matters, or current transactions, shall be imposed in order to protect the rights of privacy of individuals and the legitimate proprietary rights of the museum. Restricted files shall be marked restricted on the folder or designated as a restricted series. Only the creating office and certain administrators will have access to these restricted files. In certain cases, restricted files may be viewed by other individuals, but only after the archivist has consulted with the creating office and has evaluated the researcher s position and need to know. The archivist will apply any necessary restrictions equitably and with discretion, with reference to the Code of Ethics for Archivists of the Society of American Archivists. The archivist may use restricted files to answer questions for researchers, with the permission of the creating office. Restrictions on donated materials will be set forth in the terms of transfer documents. In the absence of such terms, the archives may impose restrictions, particularly for security or preservation reasons. In cases of extremely rare or valuable materials, surrogates (photocopies, photographs, etc.) may be used instead of originals for research. 9
Guidelines for Weeding Records For research purposes and storage space considerations, files transferred to the archive should be purged of certain routine documents, multiple copies of documents, and documents not produced by the transferring department. These guidelines will aid each department s staff in weeding its files before transferring. Each department is responsible for reviewing and weeding its own files. When in doubt, leave materials in the files. The archivist will aid in the review of files if necessary. Drafts: Archive should receive the final version of a document only. Transfer drafts only when significant comments or annotations appear, or when there is original material not included in the final version. Routine Correspondence: Weed letters of transmittal or cover letters that merely forward an enclosure and add nothing to the content of the item transmitted. Also weed meeting announcements, reservations, confirmations, and routine requests for general information such as brochures and catalogs. Discard envelopes unless there are important annotations. Memoranda: Only those memoranda sent by your department should be transferred to the archive. Discard those concerning routine matters such as holidays, vacation schedules, strategies on projects, personnel, instructions to staff, etc. Retain those concerning policies, procedures, and collections. Financial Records: Detailed and summary financial records come to the archive from the Accounting Department. Weed purchase orders, invoices, budget working papers, and other records documenting routine expenditures at the departmental level. Retain department financial records in the department for the current fiscal year for Accounting Department purposes. Minutes and Reports: Weed out those not created by your department. Board reports will come to the archive as a packet from the Board, not from each department. Press Clippings: PR is the office of record for maintaining releases and clippings. Reference Materials: Weed out vendor and supply catalogs, directories, non-nmwa promotional material, samples, etc. used as reference by your office. Multiple Copies: In general, the archive will keep one copy of all correspondence and no more than two copies of publications, documents, photographs, etc. Remaining copies should either be discarded or stored by individual departments as needed. Miscellaneous: Weed out blank forms, obsolete equipment manuals, envelopes (unless annotated), personal materials, etc. 10
Guidelines for Transferring Records to the Archives Follow these step-by-step guidelines for transferring your records to the Archives. Records are usually transferred at the end of the fiscal year or calendar year as stipulated in the retention and disposal schedules. 1. Review records for items that may be discarded based on Guidelines for Weeding Records, the General Museum Records Schedule and your department s records schedule. If discarded items appear to be of a sensitive nature, separate and contact the Archives for disposal. 2. Request records boxes from the Archives. Each box will hold approximately ½ of a file cabinet drawer or more. 3. Transfer records from hanging files (Pendaflex) to manila folders. Write folder titles on the manila folders. 4. Keep files in their original order and fill boxes. Do not overfill! 5. Complete a Record Inventory Form for each box and place it inside. Be sure to list the title of each folder or a general description of the group of records with dates on the inventory form. 6. Complete the Box Label and slide it back into the Mylar envelope on the outside of the box. Do not write on the box itself. 7. When the boxes are ready, call the building engineer to have them picked up and transferred to the Archives. Return unused boxes to the Archives. 11
Guidelines for Managing Electronic Records The museum is bound by federal and local legislation as well as budgetary requirements to exercise the same control over its electronic records as it does over its paper records. Electronic records include e-mail (and attachments), voice mail, digital photographs and images, documents, and spreadsheets. Like paper records, the content of all electronic records is subject to preservation or destruction according to the Records Schedule for each department, found in the Records Management Manual. A copy of the manual can be found on the Archives drive. Each museum employee is responsible for appraising the informational, legal, and historical value of records he or she creates, stores and accesses via the computer. Please refer to the Records Schedule for your department or call the LRC if you are uncertain about a record s value. Electronic records identified for permanent retention should be saved as a PDF in your department s folder in the Archives drive to be properly arranged by an archivist after your monthly transfer date is complete. Regardless of format, the following is a list of records which should be considered for permanent retention: Documents that reflect the position or business of the department Documents that initiate, authorize, or complete a significant transaction, program, or project. Policies and/or directives. Calendars, work schedules and assignments. Agenda and minutes of meetings. Final reports and recommendations. Publications and outreach materials. In addition to these general guidelines, listed below are specific requirements for handling various types of electronic records: E-mail Electronic messages are a form of correspondence and should be treated as such. Important messages are to be saved and filed electronically, as are any attachments which also conform to the general guidelines for retention, listed above. Personal messages and their attachments should be deleted from the museum s server as soon as possible. Day-to-day communications, reminders, alerts, and logistical messages should also be deleted. Finally, e-mail messages which are simple notes of transmission (accompanying an attachment) should be deleted. Attachments with significant archival value should be filed electronically. Voice mail Most voice mail messages can be deleted. However, if a message conforms to the general guidelines for retention listed above, or if you feel a message s content represents a legal liability 12
for the museum, please retain the voice message in your Outlook e-mail program and contact the archivist for further assistance. Digital photographs Digital photographs should be in the Images drive unless they are truly no longer useful to the department. If that is the case, please place them in your department s folder in the Archives drive. Documents and spreadsheets Final drafts of significant documents and spreadsheets are to be saved to PDF and transferred to the Archives drive upon their retirement from active use in the department. 13
Records Schedules General Schedules Type of Record Description Recommendation Appointment Calendars Department Board Reports Budget Files Contracts Daily appointment and meeting schedules Report to Board of Directors on department activities Includes budget, invoices, purchase orders, and other routine budget files. Official museum contracts for services, publications, etc. Retain in office as long as needed; discard (selective calendars are retained in the archive see individual dept. schedules. Retain in office as long as needed; discard (archive will receive entire packet of reports from the Board) Retain in office current fiscal year; discard (Accounting is the office of record) Director s Office will retain originals in external projects files; individual dept. may keep copies, but should weed these out and discard before transferring files to archive. Grants Proposals for funding Retain in Office as long as needed; discard (Development is the office of record for the actual proposals); transfer files relating to accepted proposals to archive each calendar year for permanent retention. Reference Files Info on artists, outside organizations, etc. used for reference Retain in office as long as needed, contact library for possible transfer or discard when no longer useful. 14
Wilhelmina Cole Holladay Collection Type of Record Description Recommendation Biographical Material Correspondence (Chron. Files) Daily Record Project/Exhibition Files Luncheon Files Monthly Calendars News Clippings/articles related to the Holladays, not museum-related; bio sheets; resumes; etc. Correspondence, filed alphabetically, then chronologically Typed record of phone conversations and meetings during the day; filed chronologically Info on museum exhibitions and projects (television productions, magazine articles, etc.) includes correspondence, articles, proposals, etc. Info on business luncheons sponsored by WCH Monthly appointment schedules Honors/Awards/Memberships Clippings, certificates, etc. and renewals on professional associations Trip/Engagement Files State Committee Files Info on business trips including itineraries, correspondence, contacts, etc. as well as events taking place during that time. Info on state committees including correspondence, minutes of meetings, etc. Retain current year and send the rest to archive. Retain current year plus preceding 3 years in office; transfer to archive for permanent retention. Retain current calendar year plus preceding year in office; transfer to archive for permanent retention. Retain active files in office; retain inactive files for 2 calendar years in office; weed extensively; transfer to archive for permanent retention. Retain current calendar year plus preceding year in office; transfer to archive for permanent retention. Retain current calendar year plus preceding year in office; transfer to archive for permanent retention. Retain active files in office permanently; consult with archive for disposition of inactive files. Retain current calendar year plus preceding 4 years in office; weed; transfer to archive for permanent retention. Retain 2 years in office; then weed; transfer to archive for permanent retention. 15
Board of Directors Type of Record Description Recommendation Articles of Incorporation & Amendments, Bylaws, Certificate of Good Standing Budget Committee Files Correspondence (Chron Files) Lists and Resumes Minutes Monthly Meeting Tapes Official museum founding documents Museum budget, approved by the Board Working files of such Board committees as membership, nominating, etc. Correspondence to and from the Board Professional info on Board members Monthly minutes of Board meetings; includes reports from each museum department and the budget Cassette tapes of monthly Board meetings; used to transcribe minutes Retain copies in office; transfer originals to archives as they are produced. Transfer 1 copy at the end of each fiscal year to the archives for permanent retention. Retain active files in office; weed; transfer inactive files to archives for permanent retention. Retain current calendar year plus preceding 2 years in office; transfer to archives for permanent retention. Retain active files in office; transfer inactive files to archives for permanent retention; transfer 1 copy of lists as they supersede others. Retain current fiscal year plus preceding year in office; transfer 1 copy to archives for permanent retention as minutes are produced. Retain in office 6 months; re-use or destroy tapes. 16
Office of the Director Type of Record Description Recommendation Biographical Files Accreditation Files News clippings, articles, bio sheets, resumes on the Director Self-study and surveys to become accredited by Transfer to archive for permanent retention. Retain active files in office; transfer to archive when inactive. AAM Correspondence Incoming and outgoing Retain current calendar year plus preceding year in office; weed; transfer to archive for permanent retention. Calendar Exhibition Files External Projects Files Internal Projects Files Lectures Legal Documents and Issues Schedule of appointments for the director Info on exhibitions including correspondence, notes, etc. Info on projects related to the museum and outside organizations. Info on museum projects including drafts, corresp., contracts, reports, itineraries, etc. Written copies of lectures given by director Copies of leases, agreements, building contracts, etc. as well as info on legal matters in which the museum is involved Retain current calendar year in office; transfer to archive for permanent retention. Retain active exhibition and future exhibition files in office; weed extensively; transfer inactive files to archive for permanent retention. Retain active files in office; weed; transfer inactive to archive for permanent retention. Retain active files in office; weed; transfer inactive files to archive for permanent retention. Retain active lectures in office; transfer inactive to archive. Retain active files in office; transfer inactive files to archive for permanent retention; transfer original signed legal documents to archive immediately upon execution and keep copies in office for reference. Long-Range Plan Files For museum- notes, etc. Retain current fiscal year plus preceding year in office; weed; transfer to archive for permanent retention. 17
Administration/Personnel Department Type of Record Description Recommendation COBRA Files Employee Sign-In Sheets Health Plans ID Requests Insurance Policies Insurance Records Job Files Monthly Calendar Organizational Charts Materials regarding administration of this health plan for terminated staff Daily log-in of staff members Info on health benefits offered to staff Employee requests for museum identification Info on insurance companies and actual policies Including claims, current accident reports, workman s compensation etc. Resumes of potential employees Calendar of museum events, compiled from every department; distributed monthly Chart of museum personnel organization Retain employee files in office 7 years after employee s termination; retain reference materials in office as long as needed Retain current fiscal year plus preceding year in office; discard Retain active files in office; discard inactive files Retain in office until no longer useful; discard Retain in office 7 years past termination date; discard Retain active files in office; transfer inactive files to archives for permanent retention Retain unsolicited resumes 6 months from office response date; retain solicited resumes 1 year from deadline; discard Retain current calendar year in office; transfer to archives for permanent retention Retain active charts in office; transfer one copy of superseding versions to archives for permanent retention 18
Administration/Personnel Department (cont d) Personnel Files Personnel Handbook and Policies Position Descriptions Property Use Report Includes salary history, address, health insurance forms, reviews, etc. Manual for terms of employment by NMWA Written description of responsibilities for each museum position Annual report of building usage Retain in office 7 years after employee s termination; destroy; as folders are destroyed, transfer list of employees and their employment dates to the archives for permanent retention; transfer significant documents (such as letters of commendation relating to key staff members (director, deputy director, heads of departments) to archive for permanent retention before file is destroyed. Retain active copies in office; transfer one copy of superseding versions to archive for permanent retention. Retain active descriptions in office; transfer one copy of superseding versions to archive for permanent retention. Retain current calendar year plus preceding year in office; transfer to archive for permanent retention. Staff Lists Lists of active personnel Retain active lists in office; transfer one copy of superseding lists to archive for permanent retention. TIAA CREF Retirement Plan Time Sheets Workers Comp files Info regarding plan Full-time and part-time employee time sheets Records associated with a claim including medical reports, accident reports, etc. For office ref. only; retain active files in office; discard when no longer useful; (individual employee info will be kept in personnel files as described above). Retain in office 7 years past employees terminations; discard (Accounting is the office of record for archival information). Retain active files in office; transfer inactive files to archive for permanent retention. 19
Accounting Department **Please separate out the temporary material from the permanent retention material before sending to the archives. For Files Sent to Temporary Storage Closet in Basement: Type of Record Accounts Payable Bank Statements and Reconciliation Description Recommendation Action Invoices, purchase orders, and check copies organized by month Reports from the bank on NMWA accounts and check registers Canceled Checks Checks already paid from NMWA accounts Deposit Records Internal Audit Records Copies of checks deposited, credit card charges, and register tapes from all museum operations including the Cafe, Shop, and Membership; includes batches from Membership department; organized by month Backup paperwork including journal entries, spreadsheets, accessions, financial reports, NMWA invoice copies, inventories, and schedules for annual audit Retain current fiscal year in office; transfer to archive for 6 years of secure retention; destroy Retain current fiscal year plus preceding year in office; transfer to archive for 5 years secure retention; destroy Retain current fiscal year in office; transfer to archive for 6 years secure retention; destroy Retain current fiscal year in office; transfer to archive for 6 years secure retention; destroy (Membership department batches will remain in membership department for the current fiscal year, then be transferred to Accounting to join the deposit records for that year) Retain current fiscal year plus preceding year in office; transfer to archive for 5 years secure retention; destroy Send to Temporary Storage Send to Temporary Storage Send to Temporary Storage Send to Temporary Storage Send to Temporary Storage 20
Accounting Department (cont d) For Files Sent to Temporary Storage Closet in Basement: Employee Timesheets Tracking the pay period hours employee has worked Retain in temporary storage for 7 years then destroy. (final reports from payroll company will be kept in permanent retention as record of hours) Send to temporary storage. 21
Files Kept Permanently in the Institutional Archive: Type of Record Payroll Records/ Reports Chart of Accounts Federal and District Grants Financial Statement/ Auditor s Report General Ledger IRS 1099 Tax Forms Loan Payment Records Management Letter Securities Statements Tax Returns Workman s Compensation Audits Description Recommendation Action Contains employee data and salaries Listing of NMWA accounts Includes financial info from NEA grants, National Capital Arts Grant, etc. Yearly report prepared by the auditor Computer print-out of all NMWA financial activity for the year Annual federal tax forms for contractors Check copies and loan statement for the NMWA loan Letter from the auditors to NMWA s finance committee with recommendations Statements regarding the purchase and sale of stocks and bonds Annual federal and state returns Retain current calendar year plus preceding year in office; transfer to archive for permanent retention Transfer a copy to the archive at the end of every fiscal year for permanent retention Retain active files in office; transfer inactive grants to archive for permanent retention Transfer 1 copy to archive upon receipt for permanent retention Retain current fiscal year plus the preceding 7 years in office; transfer to archive for permanent retention Retain in office current fiscal year plus 10 years; destroy Retain current fiscal year in office; transfer to archive for permanent retention Transfer 1 copy to archive upon receipt for permanent retention Retain current fiscal year plus preceding year in office; transfer to archive for permanent retention Summary of claims for the insurance company Transfer 1 copy upon receipt each year to archive for permanent retention Transfer 1 copy to archive upon receipt for permanent retention Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC Send to Archive in LRC 22
Retail/Store Department Type of Record Description Recommendation Customer and Vendor Invoices Daily Register Reconciliation Inventory Sheets Publications Vendor Catalogs Vendor Files NMWA Merchandise Invoices for mail orders and whole sale orders Register tape recording all transactions plus a written report Annual tallies of shop inventory Books, postcards, note cards, posters, etc. sold in shop Catalogs from various vendors Includes purchase orders, vendor catalogs, etc. from current active vendors Objects advertising NMWA (totes, t-shirts, etc.) Retain current fiscal year plus 2 years in office; contact archives for disposal (Accounting is the office of record) Retain current fiscal year in office until completion of annual audit; contact archives for disposal (Accounting is the office of record) Retain current fiscal year plus 2 years in office; contact archives for disposal (Accounting is the office of record) Archives will receive 1 copy of all books through the LRC s order; transfer 1 copy of all other new publications to archives as they are received Retain catalogs in office for reference; discard when no longer useful Retain current fiscal year plus preceding two years in office; weed outdated information; discard purchase orders (Accounting is the office of record) Send 1 copy to the archives for permanent retention 23
IT Department Type of Record Description Recommendation Database Files Manuals Telephone / Web Page Files Web Page Multi MIMSY Database Information on Multi MIMSY database including specs Equipment technical manuals; software manuals Information on negotiations with providers of telephone and Internet services HTML code and screen prints of the Museum web page Computer database of museum holdings Retain active files in office; weed extensively; transfer inactive files to archives for permanent retention Retain in office for reference; discard when no longer useful Retain in office for reference; discard when no longer useful Periodically produce print-outs (frequency to be determined) for permanent retention in the archives; save web pages on zip drive and transfer discs to archives for permanent retention each time significant changes appear (re-evaluate annually with archivist) Save text on tapes and transfer to archives every 6 months; archives will retain only the latest version (reevaluate annually with archivist) 24
Curatorial Department Type of Record Description Recommendation Correspondence Curator s Calendar Exhibition Files Exhibition Videos Lender Files Object Files Outside Organization Files Departmental correspondence; arranged alphabetically within year Schedule of appointments by the head curator Info on exhibitions including notes, correspondence, budget, grant proposals, photos, etc.; arranged by exhibition chronologically Video tapes used during exhibitions Info on lenders of art for exhibitions; used as reference Info on donated and purchased works of art in the permanent collection including notes, correspondence, evaluation, slides; etc.; arranged alphabetically by artist Info on other organizations including catalogs and exhibit calendars; used as reference Retain current calendar year plus preceding year in office; weed; transfer to archives for permanent retention Retain current calendar year plus preceding year in office; transfer to archives for permanent retention Retain current calendar year plus preceding year in office; weed; transfer to archives for permanent retention; transfer canceled exhibition files to archives upon cancellation Retain active videos; transfer inactive videos to archives for permanent retention Retain in office as reference; discard when no longer useful Retain files on active objects permanently in office; transfer files on deaccessioned objects to archives for permanent retention Retain in office as reference; contact library for possible transfer or discard when no longer useful Professional Activities Files Docs by staff including articles, resumes, and juror s statements Transfer to archives as new documents or updates are produced 25
Curatorial Department (cont d) Projects Files Info on special one-time projects (such as WAM conference); includes correspondence, budget, notes, etc. Retain current calendar year plus preceding year in office; weed; transfer to archives for permanent retention Unsolicited Correspondence Works of Art Committee Correspondence to and from artists and others not affiliated with an exhibition or work of art in the collection; arranged alphabetically Material for meetings including minutes and agenda Retain current calendar year plus preceding 5 years in office; weed; transfer to archives for permanent retention Retain current calendar year plus preceding 4 years in office; weed; transfer to archives for permanent retention 26
Curatorial Department, Registrar Type of Record Description Recommendation Conservator Files Exhibition Files Facility Report Files Incoming Loan Files Outgoing Loan Files Info on conservators to contact if needed Documentation regarding all exhibitions; includes correspondence, insurance, checklists, assembly, condition reports, packing and crating, lender lists, etc.; arranged chronologically Copies of facility reports from other institutions Info on long-term loans of art to the museum; includes loan agreements, correspondence, transportation info, condition reports, insurance, etc.; arranged alphabetically by lender Info on loans of art to other institutions; includes loan agreements, correspondence, facility reports, shipping info, insurance, etc.; arranged alphabetically by institution Retain in office for reference; discard when no longer needed Retain active files in office; retain inactive files in office for 1 year; transfer to archives for permanent retention; transfer canceled exhibition files to archives upon cancellation Retain in office for reference; discard when no longer needed Retain active files in office; retain inactive files in office for 6 months; transfer to archives for permanent retention Retain active files in office; retain inactive files in office for 6 months; transfer to archives for permanent retention 27
Curatorial Department, Collection Manager Type of Record Description Recommendation Acquisitions Files Acquisitions List Multi MIMSY Database Photo Files Requests for Reproduction Includes correspondence, deed of gift, checklist, condition report, etc.; arranged alphabetically by donor Yearly list of museum acquisitions Computer database of museum holdings 8x10 and 4x5 photos and negatives of the permanent collection; used for reproductions Agreements, invoicing, etc. related to requests for reproduction of permanent collection photos Retain active files permanently in office; weed periodically; transfer files on deaccessioned objects to archives for permanent retention Transfer 1 copy to archives each fiscal year for permanent retention Archives will receive updated tapes from Systems Department. Retain permanently in office; periodically weed poor quality photos and negatives and replace with professional quality Retain current calendar year plus preceding 2 years in office; discard 28
Curatorial Department, Exhibition Design Type of Record Description Recommendation Blueprints/Drawings For exhibitions Retain current calendar in office; transfer to archive for permanent Installation Files Exhibition Images Wall Text Relating to installation of exhibitions including design budget, drawings images, graphics, calendars, etc.; arranged by year. Binders of slides/digital images taken of exhibitions retention. Retain current calendar year in office; weed; transfer to archive for permanent retention. Retain current calendar year in office; weed; transfer to archive for permanent retention. Update text on paper copies to reflect changes made for exhibitions; file with corresponding exhibition installation files and transfer to archive for permanent retention. 29
Development Department Type of Record Description Recommendation Corporate Packet & Media Kit Grant Proposals Planned Giving Files Folders of general information for corporate donors and for the media Accepted and rejected grant proposals for funding Information regarding bequeaths, trusts and wills Transfer new basic kits to archive as they supersede others. Retain active files in office; retain rejected proposals as long as needed for reference, then discard; transfer a list of rejected proposals to archive each calendar year for permanent retention; transfer accepted proposals to archive each calendar year for permanent retention. Retain active files in office; transfer inactive files to archive for permanent retention. 30
Education Department Type of Record Description Recommendation Announcements Files Artist of the Month Series Files Correspondence Mailing Lists McGraw-Hill Project Photos & Slides Public Programs files Info regarding program flyers, brochures, quarterly calendar Reference materials and resulting handouts on individual artists Outgoing and incoming; arranged chronologically Lists of addresses for mass mailings Study prints for elementary schools Prints, negatives, and slides of programs and exhibitions Information on public programs produced by the education department including literary program, family programs, exhibition-related programs etc.; includes correspondence, summaries, notes, letters of agreement, info on corresponding exhibitions, etc.; arranged chronologically Retain current calendar year plus preceding year in office; transfer to archive for permanent retention; transfer 2 copies of each published brochure, flyer, etc. to archive for permanent retention. Retain reference material in office as long as needed; transfer 2 copies of each handout produced to archive for permanent retention. Retain current calendar year plus preceding year in office; weedtransfer to archive for permanent retention. Retain in office as long as needed. Retain active files in office; weed; transfer inactive files to archive for permanent retention; transfer 1 copy of published study materials to archive for permanent retention. Retain active photos and slides in office; transfer inactive photos, slides, and negatives to archive for permanent retention. If possible, keep negatives and accompanying photographic materials together. Transfer 1987-1990 files to archive for permanent retention; retain 1991-present files in office permanently; review disposition yearly with archivist. 31
Education Department (cont d) Publications Recordings Reference Files State Conference Files Statistics Teacher Packets and Training Materials Art Venture, NMWA Teacher Newsletter, Family Festival booklet, etc. produced by the Education office Video and cassette recordings of artist lectures, walk-thrus, etc. Information on exhibitions, artists, etc. Notes from education programs during state conferences Summary of statistics including number of museum visitors, attendance at public programs, and attendance at tours; summarized in the monthly board reports Information for teachers Transfer 2 copies each issue to archive each calendar year for permanent retention. Retain in office as long as regularly needed; transfer 1 copy of artist lectures only to archive for permanent retention; re-use all other tapes. Label all tapes. Retain in office as long as needed. Retain in office as long as needed. Retain current fiscal year plus preceding year in office; discard (archive will receive as part of the monthly meeting minutes from the Board of Directors). Transfer 1 copy of current packet and materials plus any preceding packets and materials to archive for permanent retention; transfer 1 copy of future packets and materials when they supersede current packets for permanent retention. 32
Education Department- Volunteer & Visitor Services Type of Record Description Recommendation Docent & Volunteer Schedules Docent, Volunteer, and Intern Packets Personnel Files Publications Tour Files Correspondence Listing of assignments for events requiring docents and volunteers or held for docents and volunteers Information on museum policies and procedures. This includes training materials and handbooks Info and evaluations of docents, volunteers, and interns; also a database of names and years worked Docent monthly newsletter Information and notes on museum tours Good reviews for programs, tours, etc. Retain in office as long as needed. Retain active packets in office; transfer new packets to archive as they supersede others for permanent retention. Retain files in office 7 years after person is terminated; continually add names and years worked to database; transfer printout of database to archive each calendar year for permanent retention. Transfer 2 copies each issue to archive each calendar year for permanent retention. Retain in office as long as needed. Make copies for Archive and send as received. Keep copy for office. 33
LRC Department Type of Record Description Recommendation Bookplates Correspondence Files Gift Files Library Fellows Files Policies Reference Question Files Researcher Forms LRC bookplates attached to book donations LRC Director s correspondence All records of monetary and other gifts given to the LRC; includes acknowledgments, correspondence, etc. Documents relating to the Library Fellows program including minutes and agendas from meetings, new artist book proposals, artist book marketing, etc. Includes collection development policy, research policy, etc. Includes question form and written answer by the LRC staff Forms filled in by visiting researchers stating name, address, and nature of research Retain in office as long as needed; transfer 2 copies of each to archive for permanent retention as succeeding plates are introduced Retain current calendar year plus preceding year in office; transfer to archives for permanent retention Retain current fiscal year plus preceding year in office; create a list of significant donors for future office reference; weed extensively; transfer to archives for permanent retention Retain current calendar year plus preceding three years in office; transfer to archives for permanent retention Transfer copies as they supersede old policies to archives for permanent retention; retain 1 copy of an outdated policy and weed duplicates. Retain current fiscal year in office; file significant responses in artist files in the Archives of Women Artists; discard Retain current fiscal year plus preceding four years in office; discard or file in vertical file of significant research on women artists 34
Membership Department Type of Record Description Recommendation Batches Original documents accompanying donations of money; info entered into database Campaign Files Info, invitations, brochures, etc. regarding individual campaigns; kept in notebooks from 1997 Donor Files Includes files on Women s Committee, BPWC, Board, NAB, Museum Council and President s Club Events Files Information from events including tours, menus, etc. Fundraising Reports Annual and monthly reports from telemarketing, direct mail Honor Roll Bound printed book of donors Management Information Reports (MIR) Misc. Subject Files Raiser s Edge & Saturn databases Year-end report Cumulative monthly reports generated from Saturn Co. Misc. files on office activities such as the Affinity Card and membership list rental Contains list of members Report from direct mail consulting firm, Lautman & Co. Retain current fiscal year in office; transfer to Accounting department for inclusion in Deposit Records (records will be kept in archives for 6 years, then destroyed). Retain current calendar year plus preceding 2 years in office; weed; transfer to archives for permanent retention. Retain active files in office; transfer weeded inactive files to archives for permanent retention. Retain current calendar year plus preceding 2 years in office; weed; transfer to archives for permanent retention. Retain current fiscal year plus preceding 3 years in office; transfer to archives for permanent retention. Keep current edition at docent s desk; transfer inactive edition to archives for permanent retention. Retain current fiscal year in office; transfer to archives for retention for 2 years; destroy. Keep active files in office; transfer weeded inactive files to archives for possible permanent retention. Retain current active discs in office. Retain current fiscal year plus preceding 5 years in office; transfer to archives for permanent retention. 35